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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE- <br />18,2018 <br />ATE: <br />18,2018 <br />TITLE: <br />APPROVE AGREEMENT WITH <br />ADVANCED TECHNOLOGY <br />INFORMATION MANAGEMENT <br />SYSTEMS FOR JAIL MANAGEMENT <br />SYSTEM MAINTENANCE <br />(STRATEGIC PLA NO. 1, 4A) <br />C121 MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1s' Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute the attached three-year agreement <br />with Advanced Technology Information Systems , for the period of December 19, 2018 through <br />December 18, 2021, for software maintenance and customer support in an amount not to exceed <br />$290,591 (including a $210,591 base agreement, $55,000 of interface enhancements, and a <br />$25,000 contingency), subject to non -substantive changes approved by the City Manager and City <br />Attorney. <br />DISCUSSION <br />On February 21, 2012, the City Council approved an agreement with Advanced Technology <br />Information Systems (ATIMS) for a Jail Management software system (A-2012-029). This system's <br />primary purpose is to manage Jail operations including inmate intake and release, inmate record <br />management, visitation schedules, jail incidents, and inmate transfer and movement activities. It <br />allows Jail staff to generate regulatory and fiscal reports required by the State as well as its contract <br />agencies. Beyond the system's use within the Jail, this software is used by other members of the <br />Police Department for processing registrants, sending documents to court, and managing mug <br />shot photos. <br />The Police Department is proposing to execute a new three-year agreement with ATIMS for the <br />licensing, support, and maintenance of its Jail Management System for $210,591. In addition, the <br />Department seeks to have ATIMS develop computer interfaces between the Jail Management <br />System and the Records Management System from Central Square (formerly TriTech) in order to <br />increase accuracy and efficiency for a cost of $55,000. A $25,000 contingency is also included for <br />unanticipated work related to this system, for a total not to exceed amount of $290,591. The Santa <br />Ana Jail has been using ATIMS to manage Jail information and operations since 2012. ATIMS <br />has been accommodating, professional and consistent in its servicing of the system The Jail will <br />continue to use ATIMS until technology enhancements present a better, more cost effective <br />solution for managing Jail information and operations. <br />25B-1 <br />